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Senior Executive Assistant to President/CEO and CFO

Heart of Florida United Way
Orlando, FL

Relocation expenses:

Associate
Full time
5 - 10 years of experience
Associate Degree

Published on 1 Feb 2023

Expires on 1 Mar 2023

Senior Executive Assistant to President/CEO and CFO

When applying for this position, please include a cover letter formatted as a formal business letter accompanying your resume/CV.

Reporting To:            President/CEO

Department:              Administration

FLSA:                        Exempt

Core Values:               

Passion:              Dive in – Create enthusiasm and inspire others.

Authenticity:        Be Real – Keep it honest and set the example.                                   

Collaboration:     Live United – Work together and mobilize for change.                                   

Empowerment:    Own it – Be courageous and make it happen.

OVERALL PURPOSE OF THIS ROLE:

The Senior Executive Assistant is charged with performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, skill, and knowledge of organization policies and practices on behalf of the President/CEO and Chief Financial Officer.

This position will regularly liaise with the Board of Directors (BOD) and provide thought partnership and support to the President/CEO and CFO on special projects as directed.

KEY ACCOUNTABILITIES:

EXECUTIVE SUPPORT

- Provide administrative support to the President/CEO and Chief Financial Officer in a professional manner maintaining the highest level of organizational confidentiality.

- Address initial internal and external inquiries or requests for action exercising good judgment during absence of Executive Leadership, consulting with others as appropriate.

- Organize and facilitate key priorities for President/CEO. Strategically respond to and prioritize the high-volume demand for time, ensuring that Executive Leadership focus on the most impactful areas to drive organizational growth and impact.

- Coordinate and monitor the schedule of the President/CEO and Chief Financial Officer, setting appointments and briefings as necessary.

- Coordinate all travel arrangements for President/CEO and Chief Financial Officer, including purchasing airline tickets, hotel reservations; create and maintain the schedule for all trips including meetings, logistics and events.

- Serve as liaison between the President/CEO and Leadership Team, developing and distributing agendas, updates, reports, notes and minutes.

- Prepare PowerPoint presentations, Word documents, Excel spreadsheets, graphs, charts, and other items needed for presentation purposes, for external dissemination and internal use.

- Serve as liaison with the Finance Department to ensure timely preparation of expense reports, credit card logs, and other related invoices emanating from the President/CEO’s office.

- Responsible for developing and maintaining all administrative files and standard operating procedures for the Office of the President/CEO.

- Prepare and/or review correspondence from the President/CEO’s Office for distribution or approval and signature, checking the documents for completeness and accuracy.

- Review correspondence and documents prepared by other offices and HFUW personnel for the President/CEO’s signature.

Sort all mail and reading materials in order of priority and distribute to the appropriate C-Suite officer.

- Prioritize the signing of documents and checks.

- Update and maintain files in ANDAR campaign donor database.

- Proactively prepare for meetings, including managing virtual and in-person technology within conference rooms and platforms such as Zoom, Microsoft Teams, Bluescape, and other similar platforms.

- Contribute to overall operational excellence by performing other duties as assigned.

BOARD OF DIRECTORS LIAISON

- Serve as a liaison for Board of Directors.

- Maintain the Board Effect platform, ensuring access rights and up-to-date information is provided to the Board of Directors as directed by the President/CEO.

- Work closely with the President/CEO and the Board Chair on effective planning and organization of Board meetings including agenda and associated materials, committee coordination, website postings, event coordination, minute preparation, and meeting invitations.

- Coordinate, prepare and distribute Board manuals and materials prior to Board, Executive and other Board-related committee meetings, including but not limited to Finance Committee, Investment Committee, and Audit and Ethics Committee.

- Develop and maintain the complete, accurate and up-to-date Board of Directors’ roster.

- Monitor and update all bylaws and policies of the Board as directed by the President/CEO and Chief Financial Officer.

- Ensure the accurate preparation and maintenance of minutes for the Board of Directors, the Executive Committee, Finance Committee, Investment Committee, Audit and Ethics Committee and other such Board level committees, as well as attendance records, as directed by the President/CEO.

Functional Competencies and Behaviors     

     - Mission Focused: Create real social change that leads to better lives and healthier communities.

     - Relationship-Oriented: Cultivate and manage relationships toward a common goal.

     - Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.    

     - Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.  

     - Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network. 

Education and Experience:

- Associate’s degree or equivalent preferred.  Equivalent combination of education and experience may be considered in lieu of degree.

- 5-7 years of experience in an Executive Assistant position required.

- Prior experience working in the non-profit sector preferred.

- Must be able to type 55+ WPM minimum.

- Proficiency using Microsoft Office products including Word, Excel, PowerPoint, Teams and Outlook required.

- Proven proficiency with technology, including Windows operating system, Zoom, WebEx and other electronic professional resources.

- Experience with mass mailings and mail merges required.

- Experience working with, and through, senior level executives with expertise in maximizing meeting-time utilization.

- Ability to translate ideas quickly and efficiently into trackable, actionable plans.

- Experience serving as a key ambassador of an organization with both internal and external audiences. Board experience in any capacity is strongly preferred.

- Strong organizational skills, detail oriented with ability to manage multiple projects simultaneously, and to work calmly under the pressure of competing priorities and deadlines.

- Valid Florida Driver’s License and ability to travel within tri-county area required.

PHYSICAL DEMANDS:

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 30 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer.  Demands also involve protracted concentration. Job involves frequent and routinely intense public contact.